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DOCUMENTMAILRETURNSMANAGEMENT

DOCUMENT MANAGEMENT

OUTBOUND MAIL

If your business is sending a daily quantity of mail you can save money by outsourcing this part of your operation to us.  Employing Post Room staff and leasing/purchasing equipment gets expensive pretty quickly and the only way to scale up is to employ more staff and acquire more equipment.

LET'S BE FRANK

If you're using a franking machine, you're paying too much for postage.  RNB Group mails hundreds of thousands of letters per day and benefits from cheaper postage rates as a result.

GET MORE EFFICIENT AND MORE PROFITABLE

Outsourcing your daily mail to RNB Group will free up your staff up to do their day job; instead of inefficiently stuffing envelopes, they can be on the phone winning more business and generating more profit.

FULLY SCALEABLE

We can staff up to suit your needs and our printing and enclosing capacity means we can always fulfil your daily mail volume.

 

See how our Document Management solution can help your business...

How does the outbound mail process work?

1: RETRIEVAL

We retrieve your data or documents via SFTP transfer or a direct API link to you CRM software.

Confirmation reports are sent via email.

Typical file types:

• csv

• pdf

• Excel

• Word

2: PROCESS

Your documents are processed through our automation software and prepared for printing according to your specified requirements.

Typical rules:

• Included inserts

• 1st/2nd class

• Stationery type

• Envelope type

3: PRINTING

The documents are printed onto plain paper or by intelligently selecting the correct pre-printed stationery such as letterheads or forms.

Print Options:

• Stationery Type

• Stapling

• Mono/Colour

• Simplex/Duplex

4: DESPATCH

The documents are enclosed and quality checked, then dispatched via the appropriate postal provider.

Integrity checks:

• Customer ID

• Page count

• Record number

• Envelope count

5: REPORTING

Daily, weekly and monthly reports can be generated to keep track of your stock and spend.  The reports are tailored to your exact requirements.

Report types:

• Stock

• Pack type

Daily breakdown

• Month end

STOCK MANAGEMENT

It is important that your stock doesn't run out to keep your daily mailings running smoothly.  Our stock management process ensures items are re-ordered in good time, monitoring your stock levels and daily usage.

ARTWORK & CREATIVE

We will keep your artwork fully version controlled and can make any amends that may be required along the way via our in-house Creative department. 

BULK SAVINGS

Because you can order in bulk and have us hold your stock free of charge, you can make great savings versus only ordering weekly or monthly quantities due to lack of space or inefficient buying.

SMART WAREHOUSING

If there are some items of stock you still require at your premises, we can deliver next day using the stock we hold for you - making sure you benefit from the bulk order quantities and not paying a premium for small volume ordering.

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ARRANGE A FACT FIND MEETING

We'd love to explore how we can help your business overcome current challenges and see what cost and efficiency savings can be made.

Contact our Document Management team on 0113 2100 055 or use the contact form below and we'll get in touch to see how we can make life easier.

TALK TO US

We're here to help - to discuss your requirements in more detail, please call us on
0113 2100 055 or complete our contact form and we'll get back to you.

INBOUND MAIL

We can manage your response mail by redirecting your Business Reply or Freepost envelopes to our PO Box address.  We will open and sort your mail, scan the content and upload the scanned images or PDFs in order to update your CRM software.

Our bespoke in-house OCR and data capture software can extract data from the scans and use this to perform further tasks such as new letter generation, customer record updates and data analysis.

This service takes away the burden of dealing with your daily post and allows you to scale up your activity without increasing your staff levels. Our customers generally see an uplift in the volume of business they receive after outsourcing their inbound mail management to us as staff can focus on their job rather than getting involved in mail opening and processing.

How does the inbound mail process work?

1: RECEIVE & OPEN MAIL

We receive your business reply or freepost returns to our PO Box address.

We will open the mail and prepare for sorting.

2: SORTING RULES

Your documents are processed to predefined rules that we'll agree with you prior to going live.

This allows us to treat the documents as if you'd handled them yourself as we follow your exact requirements.

3: SCAN DOCUMENTS

The pages are scanned using our high-speed scanners and processed through our bespoke software to sort and name the documents.  OCR data extraction is performed at this stage if applicable.

4: FILE UPLOAD

The final files are uploaded to SFTP or transferred into your CRM software via API.  An index file can be created to confirm the files that have been uploaded. 

An email notification can be set to inform the relevant members of your team that the transfer of files is complete.

5: SECURE DESTRUCTION

The original documents can be returned to you for archiving or can be securely shredded after an agreed period of time.

INTELLIGENT SCANNING

By managing your entire post room functionality, we can apply our barcodes or OCR numbers to every outbound page we produce, allowing us to intelligently scan each page we receive back in the returns process. 

This allows for full end to end tracking of every document we despatch on your behalf and is a fully transparent service, giving you full visibility on mail and receipt date.

ARCHIVE SCANNING

If you have a storage room, basement or warehouse full of files we can scan the content for you to keep an electronic copy and securely destroy the originals, providing a destruction certificate to confirm the documents have been securely shredded.

This process allows us to make your files fully searchable and can save a lot of money associated with storing hard copies of the documents.